If you need to act on behalf of someone else in Office 365 (e.g. send emails, manage calendar), you can submit a Service Central request detailing the required level of access.

This will be sent to the person whose Office 365 account you're requesting access to for approval.

When approval is received, IT will make the technical changes required then you'll need to set this up in your Outlook application.

Add Mailbox

This will allow you to view the incoming emails in this mailbox. Adding a mailbox will also add the Calendar to your Calendar list.

1. In Outlook, above your inbox, right click your email address and select Account Properties.

2. From the panel that opens, select the Account Settings button then Account settings from the dropdown menu.

3. Click Change.

4. Click More Settings from the popup window.

5. Select the Advanced tab from the next popup window.

6. Click Add on the right-hand side.

7. Enter in the name of the person whose mailbox you want to access then select OK.

8. Select OK again.

9. Click Next then Done.

Result: The new mailbox will be added to your list of inboxes in Outlook.

View calendar

(Not required if you've already added the mailbox)

Once you've received delegate access to someone's calendar, all you need to do is open it and you will automatically have the level of access you've been granted (e.g. if you've been given permission to make changes to someone's calendar then you can do that automatically just like your own calendar).

To open and view someone's calendar in Outlook:

1. Open Outlook.

2. Click the Calendar icon.

3. Click Open Calendar in the ribbon at the top of the screen.

4. Select From Address Book from the options in the dropdown menu.

5. Search for the calendar you want to view.

Result: The calendar is added to your calendar list.

Send emails

There are two ways to send someone else's emails:

  • "Send on behalf of"
    These emails will appear with the byline/attribution "person on behalf of other person", like this "Bec Newton on behalf of Niranjan Prabhu"
  • "Send as"
    These emails will appear to be sent from the person themselves, with no byline/attribution.

Outlook will automatically give you permission in line with what's been granted.

To send emails from a delegate:

1. Create a new email as normal.

2. In the ribbon, click Options then From.

This adds the From field to the email so you can choose which inbox to send from.

3. In the new from field, click the dropdown box then Other email address.

4. From the popup box, click From then find the mailbox you wish to send from.

5. Click Okay then Okay again to exit the popup boxes.

Result: The From field displays the inbox you will be sending from.

6. Write your email and send as normal.

Page last updated on 14/05/2024

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